REQUEST FOR QUOTATION

[ARFQDJS18*0039] HVAC/Boiler Service and Repair

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Juvenile Services is soliciting bids on behalf of the Donald R. Kuhn Juvenile Center for a Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits contract for the facilities HVAC, one METASYS Control System, PTAC units, Fire/Exhaust fans, boiler system.

1.1 There will be a non-mandatory pre-bid at the Donald R. Kuhn Juvenile Center 1 Lory PL. Julian WV. 25529 on May 22, 2018 @ 10am.

1.2 This contract will become effective on June 6, 2018 and extend through June 07, 2019 with an option to renew for an additional (3) three (12) month terms for a total of (48) month on agreement of both parties.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “HVAC Maintenance” means Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits services provided by Vendor under this Contract, and shall not include the addition of new HVAC equipment to increase the size or coverage area of the existing HVAC system.

2.2 “Preventive Maintenance” means activities that have been specifically identified on Exhibit A. Preventive maintenance is intended to include regularly scheduled activities that are known and anticipated in advance rather than one-time repairs.

2.3 “Comprehensive analysis visits” means vendor will have (3) three visits to tune unit for the weather changes, first in (March) spring when it gets warner and second in (October) fall when weather gets colder. The third visit is for the boiler systems, this should acquire in (July) to tune and inspect and adjust system (if needed) to run affectionally and properly to specification to factory.

2.4 “Corrective Maintenance” includes all work not identified as Preventive Maintenance on Exhibit A. Corrective Maintenance is intended to cover ALL LABOR performed on an as-needed basis to identify and correct a malfunction or failure in an HVAC system, and testing to ensure that equipment is in proper working order after the repair. Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems that exceeds $25,000.00 in total value must be completed through the Purchasing Division’s formal competitive bidding process.

2.5 “Pricing Pages” means the pages contained in wvOASIS, attached hereto as Exhibit A, or included in the Specifications/Project Plans upon which Vendor should list its proposed price for the Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for this contract.

2.6 “ARFQ” means the official ARFQ published by the Agency Donald R.

Kuhn Juvenile Center and identified as ARFQDJS18*0039.

3. PERFORMANCE REQUIREMENTS: Vendor shall provide Agency Donald R. Kuhn Juvenile Center with Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for this contract in accordance with this document and the Specifications/Project Plans.

3.1 HVAC Maintenance (Preventive, Corrective and Comprehensive analysis visits)

3.1.1 Vendor shall provide HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance in accordance with manufacturer’s recommendations and specifications, as well as industry best practices, for all units listed on Exhibit B attached hereto and incorporated herein by reference. This contract for Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems can’t exceed $25,000.00 for a year.

3.1.2 Vendor shall furnish all mileage, tools, and labor necessary for the performance of the Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems. Equipment and tools will be provided at no cost to the Donald R. Kuhn Juvenile Center.

3.1.3 Vendor shall provide ALL materials used in the scope of performing under this Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits Contract at no cost to the Donald R. Kuhn Juvenile Center. Such items as Filters, Belts, Grease, Cleaning supplies (coil cleaner), Rags, etc.

3.1.4 Vendor may only remove equipment from service for a period of 24 hours or more with written permission from the Donald R. Kuhn Juvenile Center. Any request to remove equipment for 24 hours or more must include a description of the work required and an estimate of the time the equipment will be out of service.

3.1.5 Vendor shall maintain a continuous 24-hour emergency telephone service where they can be reached every day of the week, including Sundays and Holidays. Also, vendor will need to respond within 24 hours of the call and completed repairs within a reasonable time.

3.1.6 Vendor shall not perform any HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems Maintenance under this contract without prior approval from Donald R. Kuhn Juvenile Center maintenance department. All Preventive Maintenance and comprehensive visits must be schedule with the maintenance department in advance.

3.1.7 Vendor shall furnish a warranty of 12 months for all labor performed under this contract.

3.2 Preventive Maintenance:

3.2.1 Vendor shall perform Preventive Maintenance on a bi-monthly basis in accordance with a schedule mutually agreed upon by the Vendor and Donald R. Kuhn Juvenile Center maintenance department.

3.2.2 Vendor will be compensated for Preventive, Corrective Maintenance and Comprehensive analysis visits activities through a monthly fee.

3.2.3 Vendor shall submit a proposed schedule of all Preventive Maintenance and Comprehensive analysis visits within 5 days of Vendor being awarded this contract for approval by Donald R. Kuhn Juvenile Center maintenance department.

3.2.4 Vendor must change one (1) and two (2) inch filters bi- monthly. All twelve (12) inch filters once a year by vendor. Vendor will provide all filters and belts for units and exhaust fans. Exhibit C that is attached is list of filters and belt needed for equipment.

3.3 Corrective Maintenance:

3.3.1 Vendor shall perform Corrective Maintenance as needed to restore the HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems to working order. Repairs to equipment caused by normal wear Donald R. Kuhn Juvenile Center maintenance department will have the option at time of repair to provide parts or purchase through contracted vendor or another outside vendor (if needed).

3.3.2 Vendor shall respond to Corrective Maintenance calls from Donald R. Kuhn Juvenile Center by phone or in person within two hours and must arrive on site to begin performance within 24 hours. Vendor may only deviate from the required 24 hours’ response time with permission from the Donald R. Kuhn Juvenile Center maintenance department.

3.3.3 Corrective, Preventive, Comprehensive analysis visits must be performed between the hours of 7A.M. and 3P.M., Monday through Friday, excluding Holidays, unless the Donald R. Kuhn Juvenile Center maintenance department approves work at another time.

3.3.3.1 Donald R. Kuhn Juvenile Center may request Corrective Maintenance on an emergency basis by notifying the Vendor of the emergency. Vendor must respond to all emergency requests within 30 minutes of being notified of the emergency request and arrive on site to begin performance no later than four- hours after being notified of the emergency. Emergency requests can be authorized by Maintenance Department ONLY.

3.3.3.2 Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems performed under this Contract shall not exceed $25,000.00 per year in total cost. Vendor and Agency are prohibited from dividing or planning a series of Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems activities to circumvent this $25,000.00 limit.

3.3.3.3 In the event of a time over lap of current contract expiring while waiting of parts, vendor will be obligated to complete the repairs when parts come in and get HVAC unit, one METASYS Control System, PTAC, exhaust fans, fire exhaust fans operational

3.3.4 Comprehensive Analysis Visits: Three (3) per year

3.3.4.1 A spring visit for all HVAC unit, one METASYS Control System, PTAC, exhaust fans, fire exhaust fans, to occur in March for first comprehensive analysis tuning and adjustments to run efficiently during warm weather.

3.3.4.2 A fall visit for HVAC unit, one METASYS Control System, PTAC, exhaust fans, fire exhaust fans, to occur in October for the second comprehensive analysis of burners, tuning and adjustments to run efficiently during cold weather.

3.3.4.3 Third visit for the Boiler System to occur in July for the third comprehensive analysis of burners, electrical, grease, cleaning, belts

4. WARRANTY: Standard (1) year labor warranty on any parts installed by vendor.

5. FACILITIES ACCESS: Performance of Contract Services NO access cards and/or keys WILL NOT BE GRANTED TO VENDOR. If access cards and/or keys are required:

5.1 Vendor shall notify DRK MAINTENANCE DEPARTMENT immediately of any lost, stolen, or missing card or key.

5.2 Anyone performing under this Contract will be subject to DRK and DJS security protocol and procedures.

5.3 Vendor shall inform all staff of DRK security protocol and procedures.

6. QUALIFICATIONS:

6.1 Experience: Vendor, or Vendor’s employees that will be performing under this contract, must have successfully maintained HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems equipment of the type, character and magnitude currently being utilized by DRK and included on the list of HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems equipment, attached hereto as Exhibit B, on two or more occasions in the last five years. Vendor should provide information confirming its experience prior to contract award.

6.2 Training: Vendor, or Vendor’s employees that will be performing under this contract, shall be trained and/or certified to provide HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance on the equipment located at the DRK facilities as shown on Exhibit B. Vendor must provide DRK with documentation satisfactory to verify training and certification upon request.

6.3 Factory Authorization: Vendor must be authorized by the applicable manufacturer to perform repair and warranty work on the equipment listed on Exhibit B.

6.4 Certifications: Vendor shall ensure that all HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance performed under this Contract is performed by an appropriately licensed individual. Required licenses may include, but are not limited to the following:

6.4.1 Electricians – WV Electricians License

6.4.2 Plumbers – WV Plumbers License

6.4.3 HVAC – EPA 608 Certification and Apprentice Certification or Completion of HVAC Vocational Program.

6.4.4 WV Contractor’s License

6.5 Building Codes: At a minimum, the HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance shall comply with the current editions of the following standards and codes in effect at the time of performance.

6.5.1 National Electric Code (NEC)

6.5.2 International Building Code (IBC)

6.5.3 International Mechanical Code (IMC)

6.5.4 Underwriters Laboratories: Products shall be UL-916-PAZX listed.

6.5.5 ANSI/ASHRAE Standard 135-2004 (BACnet)

6.5.6 ANSI/EIA/CEA-709.1 (LonTalk)

6.5.7 NFPA (National Fire Protection Association)

7. REPORTS: Vendor shall provide all of the reports as outlined below.

7.1 Preventive Maintenance Log: Vendor shall provide and update a Preventive Maintenance log in the form of a chart posted near HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems equipment. The Preventive Maintenance log must include a listing of all Preventive Maintenance performed, the name of the individual performing the Preventive Maintenance, the date it was performed, and the time spent performing the Preventive Maintenance. Vendor shall also maintain a duplicate maintenance log that Vendor must submit to Donald R. Kuhn Juvenile Center maintenance department on a bi-monthly basis.

7.2 Wiring Diagram: Vendor shall maintain updated wiring diagrams for the HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems equipment. Vendor must permanently mount wiring diagrams on full-size display panels near the equipment controllers. These wiring diagrams are to remain the property of the DRK and will be surrendered upon termination of this contract.

7.3 Corrective Maintenance Log: Vendor shall maintain a log of all Corrective Maintenance performed under this Contract. The log must include the name of the individual performing the Corrective Maintenance, a description of the work performed, a list of any parts that were repaired or replaced, the total time spent performing the Corrective Maintenance, and the date and time Corrective Maintenance was performed. Vendor shall submit a copy of this log to Donald R. Kuhn Juvenile Center maintenance department.

7.4 Quarterly and Annual Reports: Vendor shall provide quarterly reports and annual summaries to the DRK, if requested, with a detailed listing of HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance performed under this Contract during that period. The quarterly and annual reports must include a listing of the hours worked per project, the cost of hours worked per project, the total of all hours worked and corresponding cost, a listing of parts utilized per project, a grand total of all costs for the period, and any other information that the Donald R. Kuhn Juvenile Center may request.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Such costs will not be paid by the DRK.

9. CONTRACT AWARD: This Contract will be awarded to the Vendor meeting the required specifications that provides the lowest total cost on the pricing pages for the Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits on HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems.

9.1 Pricing Pages: means the pages contained in wvOASIS, attached hereto as Exhibit A, or included in the Specifications/Project Plans upon which Vendor should list its proposed price for the Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits on HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance contract.

10. ORDERING:

10.1 Preventive and Comprehensive Analysis Visits Ordering: After award of this Contract DRK maintenance department and Vendor shall agree upon a Preventive Maintenance schedule. DRK shall then issue a release order against this Contract covering the agreed upon Preventive and Comprehensive analysis visits maintenance to be performed.

10.2 DRK shall not issue a release order that allows Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems performed under this Contract to exceed $25,000.00 per year in total cost.

10.3 Vendor is not permitted to perform any work other than that specified on the release order issued under section 9.1 of this Contract.

10.4 Issuance of multiple release orders to circumvent the $25,000.00 per year limitation on Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems is strictly prohibited.

10.5 Change orders that cause Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits for HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems to exceed $25,000.00 per year will not be permitted.

11. BILLING / PAYMENT:

11.1 Preventive, Corrective Maintenance and Comprehensive Analysis Visits: Vendor shall furnish all Mileage, Tools, and Labor necessary for the performance of the Preventive Maintenance and Corrective Maintenance, also comprehensive analysis visits. Vendor must submit monthly invoices to obtain payment through wvQASIS.

11.1.1 Parts: All material and parts that the vendor purchase for repairs will be invoiced on a separate APO, if needed.

12. DEFAU

12.1 The following shall be considered a default under this Contract.

12.1.1 Failure to perform HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems Maintenance in accordance with the requirements contained in herein.

12.1.2 Failure to comply with other specifications and requirements contained herein.

12.1.3 Failure to comply with any applicable law, rule, ordinance, or building code applicable to this Contract or HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler systems maintenance generally.

12.1.4 Failure to remedy deficient performance upon request.

12.2 The following remedies shall be available upon default.

12.2.1 Cancellation of the Contract.

12.2.2 Cancellation of one or more release orders issued under this Contract.

12.2.3 Any other remedies available in law or equity.

12.3 Donald R. Kuhn Juvenile Center reserves the right to inspect the HVAC, one METASYS Control System, PTAC, Exhaust fans, and boiler system maintenance to ensure that Vendor’s performance follows this Contract. If Donald R. Kuhn Juvenile Center determines that Vendor has failed to perform in accordance with this Contract, Donald R. Kuhn Juvenile Center may demand that the Vendor immediately remedy the failure or consider the failure to be a default. Vendor’s failure to remedy the deficient performance, if given the opportunity to do so, shall be considered a default.

13. SAFETY:

13.1 The contractor shall be responsible for all means and methods as they relate to safety and shall comply with all applicable local, state and federal requirements that are safety related. Safety shall be the responsibility of the contractor. All related personnel shall be instructed daily to be mindful of the full-time requirement to maintain a safe environment for the DRK’S occupants including staff, visitors, customers and the occurrence of the public on or near the site. The Contractor shall provide safety barriers around work areas where heavy equipment may be in operation or as required by OSHA.

13.2 Contractor must comply with all Juvenile Services and DRK security requirements. This includes but is not limited to security background check of any employee of contractor that will be working on-site on the project. Vendor will be subject to back ground check and abide by DJS protocol

13.3 Contractor must comply with all Juvenile Services and DRK tool security requirements. This includes but is not limited to checking all tools brought into the Facility at the beginning of the work day, checking all tools being removed from the Facility at the end of the work day, keeping all tools locked up while not in use, and reporting any missing tools.

1.

1. MISCELLANEOUS:

a. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _________________________________________________

Telephone Number: _______________________________________________

Fax Number: ______________________________________________________

Email Address: ____________________________________________________

EXHIBIT A – PRICING PAGE

ARFQDJS00000039

Total Bid Amount:

Bidder / Vendor Information:

Name: ______________________________________________________________

Address: ______________________________________________________________

Phone #_______________________________________________________________________________

E-mail Address_________________________________________________________________________

EXHIBIT B – AGENCY FACILITIES AND UNITS

Quantity Description

· 5 Engineered air roof top units plus, Exhaust fans

office

· 2 Boilers, tanks and pumps (Above are all gas fired heat units)

(Below is all electric heat units)

Education area

· 1 One METASYS Control System

· 2 Lochinvar boilers (Above is gas fired water heaters)

· 30 All exhaust fans for the facility on roof

EXHIBIT C – FILTER AND BELT LIST FOR EQUIPMENT

FWA-224-DJE-40-M-O

SERIAL:

DK2987-MZ1

FWA-224-DJE-40-M-O

SERIAL:

DK2987-MZ2

FWA-173-DJE-40-M-O

SERIAL:

DK2987 – MZ3

FWA-315-DJE-60-M-O

SERIAL:

DK2987 – MZ4

MZ5 2 – 24X24X2 2 – 24X24X12 A81

MODEL:

FWA-153-DJE-40-M-O

SERIAL:

DK2987-MZ5

GYM UNIT 4 – 18X25X2 A32

MODEL:

Y50092A4RHA-O00000

SERIAL:

239100324L

EXHAUST BELTS 4L170

9 - PTAC UNITS - ALL HAVE REMOVAL FILTER THAT ARE CLEANABLE TYPE:

1 - METASYS Control System